PROPOSAL FOR ISSUE OF COMMEMORATIVE POSTAGE STAMP

1. Name of proposed Stamp :-

(In English & Hindi (Devnagari)

2. Category of Stamp :-
(Personality/Institute/Event/
Thematic)

3. Whether a Stamp or Special Cover

has already been brought out on
this subject ? :-

3A. If “Yes”, please provide the details

of release :-

4. In case of Institution/Organization -

a. Name of the Institution/Orgn. :-

b. Whether this is a parent or
umbrella Institution :-
c. Location :-
d. Occasion (Number of years) :-

5. In case of Event -
a. Nature of event :-
b. Duration of the event :-
c. Dates of inauguration and
valediction :-
d. Participation level :-
(Heads of Govts., National
or International etc.)

6. In case of Personality -
a. Name of the Personality :-
b. Field of the work :-
c. Date of birth :-
d. Date of death :-
e. Nativity of the Personality :-

7. Details of the proponent -

a. Name of the proponent :-
b. Address of the proponent :-
c. City :-
d. State :-
e. PIN Code :-
f. Telephone :-
g. Fax Number :-
h. e-mail id :-

Contd…2/-
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 - 2-

8. a. Suggested date of release :-

(Please give 3 options)
b. location of release :-

9. Enclosures needed -
a. Written brief (700-1000 words) :- Annex ‘A’
b. Source of data and authentication
from published Govt. sources. :- Annex ‘B’
c. Visuals, Photos, drawings etc. :- Annex ‘C’
d. Soft copy of all the above (CD/DVD) :- Annex ‘D’

10. In the event of the proposal being approved, what will be the requirement from
the proponent:-
(As per ‘Rules for Issue of Commemorative Postage Stamps’, Proponents for the
stamps relating to institutions/events/large organisations or proponents
belonging to institutions/organisations/trusts etc. requesting for a stamp on
personalities are required to make a mandatory purchase of a minimum number
of 1 lakh stamps. In case of global institution with its headquarters outside
India, purchase of stamps and requisite philatelic ancillaries worth of 25 lakhs
will be mandatory.)

a. *Stamps -
b. First Day Cover (blank) @ 5/- -
c. First Day Cover (cancelled)
[ 11 + face value of Stamp(s)] -
d. Brochure @ 5/- -
e. **Presentation pack @ 100/- -
f. Blow-up @ 4000/- (30”X40”) -
@ 3000/- (20”X24”) -
g. Stamps Album (Deluxe) @ 300/- -

TOTAL =

* The stamp denomination, as per prevailing rates, is minimum 5/- and maximum
20/- per stamp.
** Presentation pack will contain Stamps, First Day Cover and Information Brochure in
a specially designed folder.

Note:
1. Prices of philatelic products are subject to change & will be as per the prevailing
price of the day of release.
2. Payment can be made to the nearest Head Post Office through
cash/cheque/Demand Draft. Cheque and Demand Draft can be made in favour of
Postmaster of the concerned Head Post Office.
3. For any other information (Rules, Function Guidelines etc.), please visit
www.indiapost.gov.in

Signature with date

Page 2 of 3
Terms and Conditions:-

1. Proposal should be received by Philately Division of Department of Posts at

least 18 months ahead of the proposed date of release.
2. Commemorative Stamp will not be issued again on the same
issue/event/occasion/personality.
3. Defence related subjects should be routed through Addl. DG, Army Postal
Service.
4. Application will be taken up for consideration only if all the information is
complete and submitted in prescribed format.
5. Receipt of application does not oblige the Department to issue a stamp.
6. Decision of the Department of Posts will be final in all matter related to
Commemorative Postage Stamps.
7. Date will be fixed on the basis of significance of the proposal and/or as per the
annual Stamp Issue Calendar of the Department.
8. Dates once fixed shall not be changed.
9. Payment for material demanded will be made in at least two months in
advance as prescribed and copy of receipt shall be provided to the Philately
Division.
10. The function protocol prescribed shall be followed.

I/We hereby agree to the stipulated terms and conditions of Department of

Posts and shall abide to make payment for mandatory purchases as per the Rule cited
above, if our proposal is approved for stamp issue.

I/We accept that Stamp design shall be decided by the Department of Posts.
Religious symbols, prefixes/suffixes with the name of personalities will not be
incorporated in the design and in case of any dispute; the decision of Department of
Posts shall be final.

I/We understand that the Commemorative Postage Stamp will not be reprinted in
any case.

Signature with date

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 GUIDELINES FOR FORMAL STAMP RELEASE FUNCTION

1. The Department of Posts does not normally organize any formal function for
release of Commemorative/Special postage stamps. The proponent of a particular
stamp or stamps or individual organizations who moot such proposals and provide
background material for design and information brochure etc. can, however,
request the Department for permission to organize a function. This should,
however, be done sufficiently in advance and such a proposed function
accompanied by a draft minute-to-minute programme of the proposed function
and a draft invitation card so that the Department could adopt uniformity of
approach.

2. Any formal release function for a stamp should have an appropriate

representative of the Department of Posts. The postage stamp, which is the legally
valid receipt for postage paid, can be released by either the Minister for
Communications or Minister of State for Communications. In case it is not
convenient for either of them to release the stamp, the postage stamp can be
released by the Secretary, Department of Posts, Member of the Postal Services
Board or the Chief Postmaster General concerned. Exceptions to this are made
only when the President of India, the Vice- President of India, the Prime Minister of
India, the Speaker, Lok Sabha or the Governor of the State consent to release of
postage stamp(s). On such occasions the Minister of Communications &
IT/Minister of State for Communications & IT requests the President/Vice-
President/Prime Minister to unveil the blow up the commemorative stamp and
thereafter he presents the first Album to them for release. It is, therefore,
imperative that the MOC&IT/MOSC&IT delivers his speech and introduces the
stamp before actually requesting them for its release. Regardless of the VVIP/VIP
who is invited by the proponent to grace the occasion, it is necessary that letters of
invitation issue from the proponent to the Minister of Communications &
IT/Minister of State for Communications & IT, Secretary, Department of Posts to
ascertain their convenience.

3. Proposal for the formal release function must be mooted sufficiently in advance
of the scheduled date of release of the stamp alongwith draft minute-to-minute
programme of the proposed function, draft invitation cards & dais plan. This is
necessary to enable the Department to ensure the desired uniformity/standard
and protocol which is required to be maintained in view of the Department’s
official involvement in such functions.

4. The level of the Department’s representation at a release function is decided

keeping in view the level and status of the VIP who is to receive the first Album of
the stamp to mark its formal release.

5. In addition to the Presentation Album, the Department of Posts also contributes

towards such formal release function(s) by providing (a) blow up of the stamp for
display at the venue of the release function (b) deluxe albums for presentation to
the principal dignitaries at the function, and (c) one hundred first day covers
alongwith information brochures for distribution among the distinguished invitees
present on the occasion.

6. Additional albums of stamps, first day covers etc. can be obtained by the
organizers of formal release function on payment, for which the exact requirement
must be communicated to the Department or to the concerned Chief Postmaster
General well in advance of the scheduled date of release. Throughout the process
of organizing the function, the concerned Chief Postmaster General may keep
informed & consulted.

7. It is also customary for the Department to provide a special stamp sale counter
at the venue of the function, on demand.

8. It is the responsibility of the organizer to ensure that all the necessary

arrangements for the function including printing and issue of invitation cards, site
preparation, security arrangements, liaison with Press, T.V. etc. for publicity of the
event etc. have been made.

9. Since the stamp is simultaneously released in about 1100 outlets across the
country, no request for a change in the date of release would normally be
entertained once it has been fixed.

10. The organizer of the release function should compulsorily invite the local
Members of Parliament/State Legislature to the function and ensure their names
find place in the invitation card & proper seating arrangements are made for MPs
in accordance with the Warrant of Precedence, it is also the responsibility of the
organizers to invariably invite the members of Philatelic Advisory Committee to the
function.

11. No formal release function for a stamp can be held without specific prior
approval from the Department of Posts. The Department does not take any
responsibility for extending the usual support as indicated above, for the release
function, unless approval for the function has been obtained in advance.

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